Administration Officer

Colindale (Scientific Campus)Job SummaryWe pride ourselves as being an employer of choice, where Everyone Matters promoting equality of opportunity to actively encourage applications from everyone, including groups currently underrepresented in our workforce. ??UKHSA ethos is to be an inclusive organisation for all our staff and stakeholders. To create, nurture and sustain an inclusive culture, where differences drive innovative solutions to meet the needs of our workforce and wider communities. We do this through celebrating and protecting differences by removing barriers and promoting equity and equality of opportunity for all.

??Gastrointestinal Infections and Food Safety (One Health) Division (GIFSOH)The Gastrointestinal Infections and Food safety (One Health) Division (GIFSOH) is located within UKHSA’s Clinical and Public health Directorate at Colindale. The Divisions remit includes providing specialist epidemiology and surveillance for Gastrointestinal Infections (GI), coordinating the investigation of national outbreaks, advising government on the risks posed by various gastrointestinal pathogens and responding to national and international health concerns. The Division manages the above functions across a broad range of pathogens including enteric and food borne bacteria, viruses and parasites.

It plays an important role in Food safety and One Health and in using advanced techniques such as whole genome sequencing to track national and international outbreaks and antimicrobial resistance in foodborne bacteria. The GIFSOH Division Aims To:

Identify and manage local and national outbreaks of gastrointestinal infectionsProvide quality assured GI pathogen surveillance outputs and foodborne outbreak investigation dataProvide national epidemiological services for public health purposesDescribe trends in the incidence and prevalence of gastrointestinal illness and promote public health policy recommendationsInform progress towards global health sector strategy on Food Safety and One HealthLead and contribute to research in gastrointestinal infectionsJob DescriptionThe postholder will work as part of the business support team in the GIFSOH Division and carry out administrative duties associated with the collation and dissemination of business data.

They will contribute to monitoring and progressing Divisional Standard Operating Procedures (SOPs) and Work Instructions (WIs) and updating onto UKHSA quality management system (Q-Pulse) and provide administrative support to the GIFSOH Division as required to include a comprehensive Secretariat service. Administrative SupportContribute to monitoring and progressing Divisional Standard Operating Procedures (SOPs) and Work Instructions (WIs) and updating onto UKHSA quality management system (Q-Pulse). Arrange, attend and provide secretariat support to teams and other internal and external meetings and/or networks as required. This will include booking venues; organising hospitality; preparing and producing paperwork, i. e.

Agendas, action logs, collating and distributing all necessary information and documentation electronically and taking Minutes or Action Notes as required. Ensuring all Minutes or Action Notes are issued in a timely manner and agreed Actions are appropriately recorded. Provide comprehensive administrative support to teams across the Division, including diary management of one or more senior staff, if required. Contribute to monitoring and progressing of recruitment campaigns, workforce data returns and organisation charts. Responsible for dealing with telephone enquiries and other communications that may require a high degree of tact, diplomacy and confidentiality.

Action routine correspondence, prepare acknowledgements and response letters as requested. Collate information and data to produce reports and documents as required; some may be confidential and/or complex. Assist with the dissemination and/or collation of information/returns for business operations in a timely manner. Assist with organising external and/or internal conferences, away days and training days, including registration and preparing resourcesProvide Incident Co-ordination administrative cover on rotation as required (if applicable)Improve the quality of services and contribute to the improvement of the administration service.

Responsible for organising and controlling own workload ensuring deadlines are observed and duties performed efficiently. Provide cover as directed by line manager for other members of the team in their absence and assist with their workloads as necessary. Financial and Resource managementAssist with the procurement of goods and services in-line with UKHSA policies and procedures, including overseeing ordering of stationery and general equipment supplies for the office and ensuring appropriate levels of stock are maintained. Information Governance and Information Management Operate and update a range of databases and computerised case management/surveillance systems.

Input data and information accurately and completely, using the correct formats consistently with legislation, policies and procedures. Adhere to clinical governance and security of information arrangements at all times. Assist in the effective use and maintenance of the office environment and systems and support the introduction of, and working with, systems to manage these effectively; this will include organising and maintaining comprehensive electronic filing systems and using digital tools, for example JIRA.

Detailed Job Description And Main ResponsibilitiesThe postholder will work as part of the business support team in the GIFSOH Division and carry out administrative duties associated with the collation and dissemination of business data. They will contribute to monitoring and progressing Divisional Standard Operating Procedures (SOPs) and Work Instructions (WIs) and updating onto UKHSA quality management system (Q-Pulse). They will be required to ensure the timely collation of data from internal stakeholders, assist with the timely production of reports, answer internal and external requests for information, and support the smooth running of business systems.

They will support the Business Support Manager in all administrative aspects of business systems and provide administrative support to the GIFSOH Division as required to include a comprehensive Secretariat service. The postholder will work as part of the business support team in the GIFSOH Division and carry out administrative duties associated with the collation and dissemination of business data. They will contribute to monitoring and progressing Divisional Standard Operating Procedures (SOPs) and Work Instructions (WIs) and updating onto UKHSA quality management system (Q-Pulse) and provide administrative support to the GIFSOH Division as required to include a comprehensive Secretariat service.

The postholder will work as part of the business support team in the GIFSOH Division and carry out administrative duties associated with the collation and dissemination of business data. They will contribute to monitoring and progressing Divisional Standard Operating Procedures (SOPs) and Work Instructions (WIs) and updating onto UKHSA quality management system (Q-Pulse) and provide administrative support to the GIFSOH Division as required to include a comprehensive Secretariat service. Administrative SupportContribute to monitoring and progressing Divisional Standard Operating Procedures (SOPs) and Work Instructions (WIs) and updating onto UKHSA quality management system (Q-Pulse).

Arrange, attend and provide secretariat support to teams and other internal and external meetings and/or networks as required. This will include booking venues; organising hospitality; preparing and producing paperwork, i. e. Agendas, action logs, collating and distributing all necessary information and documentation electronically and taking Minutes or Action Notes as required. Ensuring all Minutes or Action Notes are issued in a timely manner and agreed Actions are appropriately recorded. Provide comprehensive administrative support to teams across the Division, including diary management of one or more senior staff, if required.

Contribute to monitoring and progressing of recruitment campaigns, workforce data returns and organisation charts. Responsible for dealing with telephone enquiries and other communications that may require a high degree of tact, diplomacy and confidentiality. Action routine correspondence, prepare acknowledgements and response letters as requested. Collate information and data to produce reports and documents as required; some may be confidential and/or complex. Assist with the dissemination and/or collation of information/returns for business operations in a timely manner.

Assist with organising external and/or internal conferences, away days and training days, including registration and preparing resourcesProvide Incident Co-ordination administrative cover on rotation as required (if applicable)Improve the quality of services and contribute to the improvement of the administration service. Responsible for organising and controlling own workload ensuring deadlines are observed and duties performed efficiently. Provide cover as directed by line manager for other members of the team in their absence and assist with their workloads as necessary.

Financial and Resource managementAssist with the procurement of goods and services in-line with UKHSA policies and procedures, including overseeing ordering of stationery and general equipment supplies for the office and ensuring appropriate levels of stock are maintained. Information Governance and Information Management Operate and update a range of databases and computerised case management/surveillance systems. Input data and information accurately and completely, using the correct formats consistently with legislation, policies and procedures. Adhere to clinical governance and security of information arrangements at all times.

Assist in the effective use and maintenance of the office environment and systems and support the introduction of, and working with, systems to manage these effectively; this will include organising and maintaining comprehensive electronic filing systems and using digital tools, for example JIRA. Detailed Job Description And Main ResponsibilitiesThe postholder will work as part of the business support team in the GIFSOH Division and carry out administrative duties associated with the collation and dissemination of business data.

They will contribute to monitoring and progressing Divisional Standard Operating Procedures (SOPs) and Work Instructions (WIs) and updating onto UKHSA quality management system (Q-Pulse). They will be required to ensure the timely collation of data from internal stakeholders, assist with the timely production of reports, answer internal and external requests for information, and support the smooth running of business systems. They will support the Business Support Manager in all administrative aspects of business systems and provide administrative support to the GIFSOH Division as required to include a comprehensive Secretariat service.

The postholder will work as part of the business support team in the GIFSOH Division and carry out administrative duties associated with the collation and dissemination of business data. They will contribute to monitoring and progressing Divisional Standard Operating Procedures (SOPs) and Work Instructions (WIs) and updating onto UKHSA quality management system (Q-Pulse) and provide administrative support to the GIFSOH Division as required to include a comprehensive Secretariat service. Person specificationEssential CriteriaTwo A-Levels or more or NVQ 3 or equivalent level of education in a relevant subject (e. g. Business Administration) or equivalent demonstrable experience.

Significant demonstrable experience of providing a comprehensive Secretariat service, including undertaking Formal Minutes whilst working in a similar healthcare setting. Demonstrable experience of using a Quality Management system and evidence of office administration training. Significant experience of using Excel spreadsheets including running queries to assist report writing. Advanced working knowledge of administrative applications including Microsoft Office software including Word, Excel, Access, Powerpoint, Outlook and Teams. Evidence of varied experience of clerical and office procedures with strong data entry and keyboard skills. Strong administrative, organisational and time management skills and ability to deal with changing patterns of work.

Clear communicator with strong writing and telephone skills ensuring accuracy. Willingness to be flexible and adaptable with an ability to cross-cover other office roles when required. Ability to work individually and as part of a team with high levels of discretion and confidentialityAn understanding of and commitment to equality of opportunity and good working relationships. Desirable CriteriaWorking in NHS, public health or other healthcare setting with an understanding of epidemiological terminology. Alongside your salary of £27,712, UK Health Security Agency contributes £8,028 towards you being a member of the Civil Service Defined Benefit Pension scheme.

Find out what benefits a Civil Service Pension provides. Learning and development tailored to your roleAn environment with flexible working optionsA culture encouraging inclusion and diversityA Civil Service pension with an employer contribution of 28. 97%Selection process detailsThis vacancy will be assessed using a competency-based framework which will assess your qualifications, knowledge and experience and skills and abilities outlined in the essential criteria. Stage 1: Application & Sift Competency-basedYou Will Be Required To Complete An Application Form. You Will Be Assessed On The Listed 11 Essential Criteria, And This Will Be In The Form Of A:

Application form (‘Employer/ Activity history’ section on the application)850 supporting statement. This should outline how your skills, experience and knowledge, provide evidence of your suitability for the role, with reference to the essential criteria. The Application form and supporting statement will be marked together. Longlisting: In the event of a large number of applications we will longlist into 3 piles of: Meets all essential criteria Meets some essential criteria Meets no essential criteria Piles 'meets all essential criteria' and 'meets some essential criteria' will proceed to shortlisting. Shortlisting:

In the event of a large number of applications we will shortlist on the lead criteria: Significant demonstrable experience of providing a comprehensive Secretariat service, including undertaking Formal Minutes whilst working in a similar healthcare setting. Demonstrable experience of using a Quality Management system and evidence of office administration training. Desirable criteria may be used in the event of a large number of applications/large amount of successful candidates. If you are successful at this stage, you will progress to interview & assessment. Please do not exceed 850 words. We will not consider any words over and above this number.

Feedback will not be provided at this stage. Stage 2: Interview You will be invited to a single face to face interview at UKHSA Colindale. Knowledge, experience, skills & abilities will be tested at interview. As part of the interview process, you will undertake a timed Microsoft packages assessment after the conclusion of your face-to-face interview at UKHSA Colindale site. Interviews dates to be confirmed. Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records. Selection ProcessPlease note you will not be able to upload your CV.

You must complete the application form in as much detail as possible. Please do not email us your CV. For Fixed term postsFor Temporary Appointments, if you are not currently a civil servant, you will take up the post on a Fixed Term appointment. You may be able to take this role up as a Secondment. If you are an existing Civil Servant, based outside of the UKHSA, you will take up the post as a loan which you will need your department to agree. You cannot take the post up as a fixed term.

If you are an existing UKHSA member of staff, you will take up the post as either a level transfer or a temporary promotion as per the UKHSA’s Pay policy. Eligibility CriteriaExternal: open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants). LocationThis role is based at Colindale. Please note hybrid working is not available for this role. Security Clearance Level RequirementSuccessful candidates must meet the security requirements before they can be appointed.

If based at one of our scientific campuses, you will be required to have a Counter Terrorism Check security vetting check as a minimum. For meaningful National Security Vetting checks to be carried out individuals need to have lived in the UK for a sufficient period of time. You should normally have been resident in the United Kingdom for the last 3 years as the role requires Counter Terrorism Check (CTC) clearance.

In exceptional circumstances UK residency less than the outlined periods may not necessarily bar you from gaining national security vetting and applicants should contact the Vacancy Holder/Recruiting Manager listed in the advert for further advice. Face to Face interviewsIn exceptional circumstances, we may be able to offer a remote interview. Reasonable AdjustmentsThe Civil Service is committed to making sure that our selection methods are fair to everyone. To help you during the recruitment process, we will consider any reasonable adjustments that could help you. An adjustment is a change to the recruitment process or an adjustment at work.

This is separate to the Disability Confident Scheme. If you need an adjustment to be made at any point during the recruitment process you should contact the recruitment team in confidence as soon as possible to discuss your needs. You can find out more information about reasonable adjustments across the Civil Service here: Reasonable Adjustments , Civil Service CareersInternational Police checkIf you have spent more than 6 months abroad over the last 3 years you may need an International Police Check. This would not necessarily have to be in a single block, and it could be time accrued over that period.

Artificial Intelligence (AI)Artificial Intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance for more information on appropriate and inappropriate use.

Artificial Intelligence in recruitment , Civil Service CareersInternal Fraud check If successful for this role as one aspect of pre-employment screening, applicant’s personal details – name, national insurance number and date of birth - will be checked against the Cabinet Office Internal Fraud Hub and anyone included on the database will be refused employment unless they can show exceptional circumstances. Currently this is only for External candidates to the Civil Service. Careers websitePlease visit our careers site for more information UKHSA Hub , Civil Service CareersFeedback will only be provided if you attend an interview or assessment.

SecuritySuccessful candidates must meet the security requirements before they can be appointed. The level of security needed is counter-terrorist check (opens in a new window). See our vetting charter (opens in a new window). People working with government assets must complete baseline personnel security standard (opens in new window) checks. Successful candidates must meet the security requirements before they can be appointed. The level of security needed is counter-terrorist check (opens in a new window). See our vetting charter (opens in a new window).

People working with government assets must complete baseline personnel security standard (opens in new window) checks. Nationality requirementsThis Job Is Broadly Open To The Following Groups:

UK nationalsnationals of the Republic of Irelandnationals of Commonwealth countries who have the right to work in the UKnationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil ServiceFurther information on nationality requirements (opens in a new window)Working for the Civil ServiceThe Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window). The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria. The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants. We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria. Diversity and InclusionThe Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window). The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction.

Read more about prison leaver recruitment (opens in new window). Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records. Contact point for applicantsJob Contact : Name : Lisa TweedieEmail : lisa. tweedie@ukhsa. gov. ukRecruitment teamEmail : recruitment@ukhsa. gov. ukFurther informationThe law requires that selection for appointment to the Civil Service is on merit on the basis of fair and open competition as outlined in the Civil Service Commission's Recruitment Principles.

If you feel your application has not been treated in accordance with the Recruitment Principles, and you wish to make a complaint, in the first instance, you should contact UKHSA Public Accountability Unit via email: Complaints@ukhsa. gov. uk If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: Visit the Civil Service Commission website: https: //civilservicecommission. independent. gov. ukhttp: //www. healthjobsuk. com/vacancy/7352668